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02-14-2017 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, FEBRUARY 14, 2017 CITY CENTER — COUNCIL CHAMBERS (The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many decisions regarding agenda items are based upon this information as well as: City policy andpractices, inputfrom constituents, and other questions or information that has not yet been presented or discussed regarding an agenda item) 1. CALL MEETING TO ORDER — 5:30 P.M. Mayor Protem Chad Czmowski called the meeting to order. Members present were Steve Cook, Mary Christensen and John Lofdahl. Member absent was Gary Forcier. Others present were Matt Jaunich, City Administrator, Kent Exner, City Engineer and Marc Sebora, City Attorney. (a) Approve the Council agenda and any agenda additions and/or corrections Motion by Cook, second by Lofdahl, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Our Savior's Lutheran Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) School Bus Driver Appreciation Day — February 22, 2017 Mayor Protem Czmowski read a proclamation proclaiming February 22, 2017, as School Bus Driver Appreciation Day. PUBLIC COMMENTS (This is an opportunity for members of the public to address the City Council on items not on the current agenda. If you have a question, concern or comment, please ask to be recognized by the mayor state your name and address for the record. Please keep comments under S minutes. Individuals wishing to speakfor more than five minutes should askto be included on the agenda in advance of the meeting. All comments are appreciated, but please refrain from personal or derogatory attacks on individuals.) 5. CITIZENS ADDRESSING THE CITY COUNCIL Paul Meyer, Vision Transportation, presented before the Council. Mr. Meyer provided statistics on the number of students and the number of miles that are driven per school day. Mr. Meyer stressed how safe students are traveling on school buses. Mr. Meyer noted that the governor will be proclaiming this as well on February 22, 2017, and Mr. Meyer invited the mayor to read the proclamation on air on KDUZ next week. 6. APPROVAL OF MINUTES (a) Regular Meeting of January 24, 2017 Motion by Christensen, second by Cook, to approve the minutes as presented. Motion carried unanimously. (b) Summary of City Administrator Performance Review of January 24, 2017 Motion by Lofdahl, second by Christensen, to approve the summary as presented. Motion carried unanimously. CITY COUNCIL MINUTES FEBRUARY 14, 2017 CONSENT AGENDA (The items listed for consideration will be enacted by one motion unless the Mayor, a member of the City Council or a city staff member requests an item to be removed. Traditionally items are not discussed.) 7. APPROVAL OF CONSENT AGENDA I (a) Claims, Appropriations and Contract Payments — Register A Due to the absence of Mayor Forcier, Matt Jaunich, City Administrator, noted that Check Registers A and B could be considered with one motion. Check Register B contained a payment to Mayor Forcier's business. Motion by Lofdahl, second by Christensen, to approve Registers A and B. Motion carried unanimously. 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B Action above. PUBLIC HEARINGS - NONE COMMUNICATIONS, REQUESTS AND PETITIONS (The purpose of this portion of the agenda is to provide the Council with information necessary to craft wise policy. Includes items like monthly or annual reports and communications from other entities.) 9. FIRE DEPARTMENT 2016 YEAR END REPORT Mike Schumann, Fire Chief, presented before the Council. Chief Schumann noted that the fire department is staffed at 32 firefighters. Chief Schumann noted that this year's report is dedicated to Darvin Zieman and Casey Stotts. Chief Schumann reviewed the department's mission statement. Chief Schumann reviewed the department's goals and objectives that stay mostly consistent from year to year. Chief Schumann reviewed the officers in the department as well as ceremonies that were held in 2016 and other various events. Chief Schumann also reviewed operational data year by year, as well as training activities completed and equipment information. Lastly, Chief Schumann reported on the fire department's ISO rating. The City's ISO rating is a 3/3Y. There are 47,240 fire departments in the nation and only 3831 are class 3 or better. Of Minnesota's 784 fire departments there are only 21 fire departments rated a class 3 or better (there are NO class 1 or class 2 departments). That means that Hutchinson is in the top 3% of the state and amongst the top 8% in the country. 10. REVIEW OF 2017 PAVEMENT MANAGEMENT PROGRAM REPORT John Olson, Public Works Manager, presented before the Council. Mr. Olson reviewed the 2017 pavement management program report. Overall, there is a street network average Pavement Condition Index (PCI) of 70. This is right in the middle of the City's stated goal of maintaining network PCI between 65 and 75. There are 90.6 miles of street in Hutchinson. Street rehabilitation included in the 5 -year capital improvement plan is expected to allow for maintaining network average PCI between 65 and 75 at an anticipated cost of $2.8 million/year. The goals of the pavement management program are to protect investment in pavements, maintain PCI of 65-75, adjust the G.O. Bond limit to $1.9 million 2 CITY COUNCIL MINUTES FEBRUARY 14, 2017 and keep close tabs on pavement conditions. Mayor Protein moved to the New Business section of the agenda. 11. REVIEW OF TRUNK HIGHWAY 15 DOWNTOWN RECONSTRUCTION PROJECT DELIVERY PROCESS AND SCHEDULE Kent Exner, City Engineer, presented before the Council. At this point, the design consultant scope of services document is being finalized and the consultant selection process is to begin in the near future for the Trunk Highway 15 Downtown Reconstruction project (2nd Avenue North to 5d' Avenue South). The City was recently informed that MnDOT intends to administer a concrete pavement rehabilitation project from 5d' Avenue South to Denver Avenue South during the same time frame as the downtown project due to a portion of the TH 15 traffic being detoured at that time. There was discussion on use of MnDOT right of way along Main Street. Mr. Exner reviewed MnDOT's scope of services document that has been drafted for the reconstruction project which included the proposed project schedule. General discussion was held regarding accessibility and installing new sidewalks. 12. REVIEW OF SCHOOL ROAD & ROBERTS ROAD PROJECT CONSTRUCTION PHASING PLAN Kent Exner, City Engineer, presented before the Council. City staff has recently finalized the project plans and specifications for the School Road & Roberts Road reconstruction project and the proposed project construction phasing plan was firmly established. The project is slated to begin as soon as school gets out, therefore the project is scheduled to begin May 15, 2017, and then open to local traffic on or before June 16, 2017, for Water Carnival activities. Construction will then begin again on June 19, 2017, with final completion scheduled for on or before November 3, 2017. Although final completion is scheduled for November 3, 2017, the roadway is scheduled to be open to local traffic on or before August 25, 2017. UNFINISHED BUSINESS NEW BUSINESS 13. APPROVE/DENY ACCEPTANCE OF THE RESULTS OF THE JOB EVALUATION AND COMPENSATION STUDY CONDUCTED BY KEYSTONE COMPENSATION GROUP Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich noted that in April 2016, the City entered into an agreement with Keystone Compensation Group to conduct a comprehensive job evaluation and compensation study. The study has been completed and specific information regarding the results of the study was conveyed to the Council at the workshop held on December 27, 2016. Based on the study, the consultant recommended that the 2016 pay grid be adjusted by 2.5% in 2017 to account for "market adjustments". Upon conversations with Council Members Lofdahl and Cook, who are proposing the idea of a "Lead the Market" factor for the City's pay structure, it is being proposed that an additional one time 2.5% "Lead the Market" adjustment also be incorporated for a total grid adjustment in 2017 to 5%. The "Lead the Market" factor is based off of the City's general pay philosophy that states the City will be "highly competitive within our defined market and that we want to lead or exceed the market in attracting and retaining qualified, reliable and motivated employees who are committed to quality and excellence for those we serve". This proposal was presented to the wage committee on February 2, 2017, and after review and discussion, the wage committee is in support of the CITY COUNCIL MINUTES FEBRUARY 14, 2017 "Lead the Market" strategy as brought forth by Council Members Lofdahl and Cook. The ability to finance this adjustment was the biggest concern raised. It is estimated that the additional 2.5% adjustment (to a total 5%) would have a fiscal impact of about $26,514 in the general fund and $31,563 overall when including enterprise funds. Council Members Cook and Lofdahl feel this is an acceptable amount based off of what impact this will have on the future recruitment and retention efforts for the City. Mr. Jaunich noted that a 5% market adjustment does not mean that every employee is receiving a 5% wage increase. Adjusting the grid 5% basically means that the City is broadening the scope within which staff assigns performance evaluations. Annual adjustments for every employee are based off of their performance as measured by their supervisor through a performance matrix system. Upon approval of the job evaluation and compensation study and the 2017 compensation plan, position classification table and pay grid, staff will need to update the merit/performance model to coincide with the new compensation plan. Mr. Jaunich also noted that staff is proposing that a full compensation study be completed every five years, and not 10-15 years. Motion by Cook, second by Lofdahl, to approve acceptance of the results of the job evaluation and compensation study conducted by Keystone Compensation. Council Member Cook recognized employees in attendance that have raised questions and concerns of the new plan. Council Member Cook explained that internal equity uses five factors in evaluating the jobs and classifying them in the appropriate categories that is fair for the entire organization. Council Member Lofdahl spoke of the professionalism of the consultant and the vast amount of studies that they conduct all over the state as well as the science that was used for the study and the market that was used. Council Member Lofdahl noted he found no fault in the analysis that was completed and fares as to what the market calls for. Council Member Cook noted that when a study is completed, the reality is is that some jobs are upgraded a classification and some are downgraded a classification. Motion carried unanimously. 14. APPROVE/DENY RESOLUTION NO. 14684 — CITY OF HUTCHINSON 2017 COMPENSATION PLAN, POSITION CLASSIFICATION TABLE AND PAY GRID Matt Jaunich, City Administrator, noted that based on the results of the study, the information was put into the 2017 compensation plan and replaces the 2016 compensation plan. Motion by Cook, second by Christensen, to approve Resolution No. 14684. Motion carried unanimously. 15. APPROVE/DENY SETTING PUBLIC HEARING FOR FEBRUARY 28, 2017, FOR BODY CAMERA PROGRAM POLICY ADOPTION Matt Jaunich noted that at the last Council meeting a public hearing was held on the police department body camera program. Another public hearing must be held to review the body program policy before it's adopted. Motion by Christensen, second by Lofdahl, to set public hearing for February 28, 2017, at 6:00 p.m. Motion carried unanimously. 16. APPROVE/DENY EQUIPMENT TRANSACTION WITH MCLEOD COUNTY John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that the public works department has a snow blower available due to acquiring a replacement snow blower last year. McLeod County would like to acquire the City's snow blower that it no longer needs. McLeod County has a tandem -axle dump truck that they are disposing of 11 CITY COUNCIL MINUTES FEBRUARY 14, 2017 and the City has identified the need for a used tandem -axle dump truck in the capital improvement plan. Based on these situations, the relative value of each of these pieces of equipment hold the same value of $12,000. Motion by Cook, second by Lofdahl, to approve equipment transaction with McLeod County. Motion carried unanimously. 17. APPROVE/DENY FEDERAL AVIATION ADMINISTRATION AIRPORT IMPROVEMENT PROGRAM ENTITLEMENT TRANSFER TO THE CITY OF TRACY John Olson, Public Works Manager, explained that the City of Tracy has requested to transfer $93,000 in 2017 entitlements from the Federal Aviation Administration Airport Improvement Program. In 2009, the City of Hutchinson received a transfer of $93,000 in entitlements from the City of Tracy to help in the construction of a 5600 square foot hangar, formerly used by Life Link III and now used by Airport FBO, ASI Jet. There is no actual money that will be transferred back and forth. The City of Hutchinson is merely assigning a portion of its 2017 AIP entitlements, which is $150,000 per year, to the City of Tracy. Motion by Lofdahl, second by Christensen, to approve FAA improvement program entitlement transfer to City of Tracy. Motion carried unanimously. 18. APPROVE/DENY SETTING COUNCIL WORKSHOP TO REVIEW 2017 GOALS AND OBJECTIVES Matt Jaunich noted that a workshop was held last year at about this same time for this same purpose. He is looking to set priorities, as well as goals and objectives. Motion by Christensen, second by Lofdahl, to set Council workshop for 4:00 p.m. on February 28, 2017. Motion carried unanimously. GOVERNANCE (The purpose of this portion of the agenda is to deal with organizational development issues, including policies, performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items.) 19. MINUTES FROM COMMITTEES, BOARDS OR COMMISSIONS (a) City Snow Removal & Ice Control Report for January 2017 (b) Sidewalk Snow Removal Monthly Report for January 2017 MISCELLANEOUS 20. STAFF UPDATES Kent Exner — Mr. Exner noted that a McCuen Creek cleanout meeting is being held February 21, 2017, at 7:30 p.m. McCuen Creek is southwest of town and touches the south end of airport property. Matt Jaunich — Mr. Jaunich noted that City offices will be closed Monday February 20, 2017, for Presidents' Day 21. COUNCIL/MAYOR UPDATE CITY COUNCIL MINUTES FEBRUARY 14, 2017 ADJOURNMENT Motion by Christensen, second by Czmowski, to adjourn at 7:50 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator